How it works
Connect once. Teach it once. Review and sign off.
A connection lets an AI app read and write the books. DeepLedger adds what a team needs around it: each client's rules, a place for review, a close sign-off and a record of every action.
Four steps
1. Connect once
Connect each client once. Your whole team works from its own AI app.
An admin connects each client's QuickBooks Online or Xero (beta) in DeepLedger once, and can add Stripe, read only, for reporting and Bill.com for bills and invoices on the company's Connections tab.
Everyone then adds one address to Claude, ChatGPT, Cursor or another MCP app and signs in as themselves. Nobody shares a QuickBooks or Xero login.
- One MCP address for every app: https://mcp.deepledger.ai/mcp
- Owners and admins see every company. Everyone else sees only the companies they are assigned.
- Read-only or read and write access, set for each person and company.
2. Teach it once
Write your rules once. Every client follows them.
The AI Brain holds your firm's operating procedures, accounting policies and capitalisation policy, written once for every client. Each company adds its own procedures, policies, and expense and income rules. Where they differ, the client's rule wins.
Skills show the AI agent how common jobs are done: the month-end close, bank reconciliation, recording transactions, invoice chasing, cash flow and tax season. Each company gets its own copy to adapt.
- The AI agent is told to read a company's AI Brain and skills before it records anything.
- Everyone works from the same rules, not from one person's chat history.
- Changes to how a skill records or stays safe wait for approval in Tasks.
3. Work as one team
People and AI agents on one Work view.
Every task has an assignee, a person or the AI agent, plus a due date and a month. Give it a reviewer and only that reviewer can sign it off.
What the AI agent isn't sure about becomes a question in Tasks for a person to decide, instead of an entry in the books.
- It works when you ask: your AI app does the work when someone tells it to. Nothing runs on its own.
- Recurring tasks are created on their schedule. Tasks for the AI agent wait until someone asks it to work them.
- The Work view shows each month's tasks across your companies.
4. Close and record
Sign off the month. See every step that got you there.
A month closes when an owner or admin signs it off, once its tasks are done or carried over to a later month. The AI agent runs the checklist and gathers the evidence. It never signs off its own close.
Audit history records every tool call the AI agent makes, read or write, with its result, in each company.
- Reconciliation sign-off is always a person's.
- Unclear items stay open as tasks until a person decides.
- Owners and admins can export Audit history as a CSV.
In your AI app
Start each job by asking.
Ask in plain words. The AI agent uses DeepLedger's tools in the company you name and leaves the unclear items to you.
- “Read Harbour Cafe's AI Brain and skills, then code last week's bank transactions.”
- “Run last month's month-end close checklist for Lopez Plumbing.”
- “Show Sandbox Bakery's open tasks, most urgent first.”
Examples with sample company names.
Careful writes
Unsure means a task, not an entry.
- QuickBooks has no delete tool: a mistake is corrected with an update, a supported void or a reversing entry.
- In Xero, new invoices, bills, credit notes and journals are saved as drafts by default.
- Stripe is read only, for reporting. It never refunds, pays or changes anything in Stripe.
- In Bill.com it reads, drafts and edits. It never pays, approves or sends anything.
See it in your own books.
Try it on one client first.
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